Rapibag AG replaced a fragmented, manual invoice process with a fully automated Salesforce-native AP pipeline handling multi-language PDFs, multi-step approvals, duplicate detection, and Skonto discount management without a single manual step.
A Real-World Example of AP Automation
Rapibag AG manages a high volume of supplier invoices across multiple vendors, languages, and document formats. Manual invoice processing made it difficult to maintain efficiency, track approvals, and capture early-payment discounts while ensuring complete financial visibility.
To streamline its accounts payable operations, Rapibag AG implemented Quick Payable. The solution automated invoice capture, enabled multi-language OCR processing, improved approval workflows, detected duplicate invoices automatically, and provided a complete audit trail within Salesforce.
Rapibag AG specialises in the sale, rental, and servicing of technical industrial equipment used in hazardous material handling, negative-pressure retention systems, personnel and material airlocks, water boilers, and breathing air equipment critical to asbestos removal and decontamination projects across Switzerland and internationally.
This operational complexity translated directly into their accounts payable:
invoices arrived from a wide variety of vendors, including international couriers like UPS, in multiple formats, layouts, and languages, including German. Every invoice had to be manually read, interpreted, and keyed into Salesforce by a member of the finance team.
The risks were real
Cash flow forecasting was impossible without real-time payable visibility. And the finance team spent the majority of their time on administrative work instead of analysis and strategy.
Vendors including international couriers sent invoices in German and English, in completely different PDF layouts and structures every invoice required manual interpretation and data entry.
Vendors occasionally resent invoices without notification. Without an automated duplicate detection system, the same invoice could be processed twice a significant financial and compliance risk.
Swiss vendor invoices commonly include Skonto (early-payment discount) terms. Manually tracking discount windows and calculating discounted amounts across multiple vendors created cognitive overhead and missed savings.
No real-time view of outstanding invoices or cash flow obligations making financial planning unreliable and treasury decisions opaque.
Invoice approvals were managed informally no defined routing, no notifications, no tracking of who approved what and when. Compliance audits were difficult and approval delays were invisible.
To streamline invoice processing and accounts payable operations, Quick Payable implemented seven integrated capabilities inside Salesforce. Together, these capabilities automate invoice intake, data extraction, approvals, duplicate prevention, discount management, and audit tracking in a single AP workflow.
Vendor invoices are automatically received through Salesforce Email Services. PDF attachments are detected, stored, and routed directly into the invoice processing workflow.
Invoice PDFs are automatically processed using OCR technology to extract vendor information, invoice details, tax amounts, payment terms, and line-item data.
Extracted invoice data is automatically converted into structured invoice records within Salesforce, including vendor information, tax details, payment information, and source tracking.
Invoices are automatically routed through configurable approval chains. Every approval action, comment, and status update is tracked for visibility and compliance.
Duplicate invoices are automatically identified before payment processing. Duplicate submissions are flagged and prevented from entering the payment cycle.
Payment terms and early-payment discounts are managed automatically at the vendor level. The system calculates due dates and discount opportunities to help maximize savings.
For invoices received outside email channels, users can upload PDF invoices directly within Salesforce. Uploaded invoices automatically follow the same OCR and approval workflow.
From vendor email to approved Salesforce invoice record every step is automated, auditable, and designed to eliminate manual processing.
Vendors send invoice PDFs to Rapibag's dedicated Salesforce email address. The system validates attachments and automatically requests resubmission if no invoice PDF is included.
OCR technology extracts vendor information, invoice details, taxes, line items, payment terms, and banking information from invoices in multiple languages.
The system automatically checks whether an invoice has already been processed and blocks duplicates before they can enter the payment workflow.
Extracted invoice data is mapped to a structured Salesforce invoice record with vendor details, tax information, payment data, and audit tracking.
Invoices are routed automatically through configurable approval chains with notifications, status tracking, and complete approval history.
Approved invoices include complete audit history, payment details, due dates, and supporting documentation for compliance and payment execution.
Rapibag AG transformed invoice processing from a manual workflow into a fully automated and auditable accounts payable process inside Salesforce.
By automating invoice capture, approvals, duplicate detection, and audit tracking inside Salesforce, Rapibag AG improved efficiency, visibility, and compliance across its accounts payable process.
All email-received invoices in any language, any PDF layout are processed automatically from receipt to Salesforce record without any manual step.
Veryfi's OCR API extracts vendor, amount, line items, IBAN, and date fields with high accuracy across German and English invoice formats eliminating all manual keying.
Resent invoices are automatically detected, flagged, and rejected before reaching the approval chain preventing double payments without any manual investigation.
Every invoice carries a complete, timestamped history OCR extraction, record creation, each approver action, status, and comment from creation through final approval.
Skonto terms configured at vendor level. Due dates, discount windows, and discounted amounts calculated automatically ensuring Rapibag captures every available early-payment discount.
Current, previous, and next approver tracked at every stage. Approvers notified automatically. Finance team has full real-time visibility into where every invoice is in the approval process.
Quick Payable transformed our salesforce accounts payable from a fragmented, manual process into a single automated workflow. Invoices now processed automatically, and our finance team has complete visibility and a full audit trail from receipt through approval.
The Rapibag implementation highlights capabilities that are especially important for European and internationally operating businesses managing AP at scale.
Quick Payable's Veryfi integration handles invoice PDFs in any language German, English, French, Italian without any configuration per language. Swiss companies working with DACH-region vendors can automate AP regardless of which language their vendors invoice in.
Skonto (early-payment discounts) are a standard and financially significant feature of Swiss and German AP. Quick Payable's vendor-level Skonto configuration automates the discount calculation that most AP systems ignore entirely capturing meaningful savings on every qualifying invoice.
Swiss accounting standards require complete, reliable audit trails for all financial transactions. Quick Payable's full timestamped history from OCR extraction through every approver action provides the documentation standard that Swiss finance teams and auditors need, automatically, on every single invoice.
The Visualforce manual upload page ensures that invoices received by post, in person, or through any non-digital channel go through the identical OCR, validation, and approval pipeline as email invoices. There are no exceptions, no workarounds, and no separate processes every invoice is treated and tracked the same way.
As vendor count and invoice volume grow, the probability of accidental duplicate submissions from vendors increases. Quick Payable's automatic duplicate detection ensures this risk is eliminated entirely protecting cash flow and compliance without requiring the finance team to manually cross-check every incoming invoice against prior records.
Quick Payable runs entirely inside Salesforce no second system to maintain, no integration to manage, no separate login for the finance team. Rapibag's entire AP lifecycle, from vendor email to approved Bill record, exists in the same Salesforce environment the team already works in every day.
Quick Payable automates invoice capture, approvals, and payments 100% inside Salesforce. See results in weeks. No credit card needed to get started.
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